SUTTON PLACE HOMEOWNERS ASSOCIATION

Transcription

1 Non-Profit Corporation a.k.a. The Highgate Addition 1800 Highbrook Court Garland, TX , Julie Watts

2 Sutton Place HOA Resident Handbook 1

3 Table of Contents Introduction...1 Association Overview...1 Association Organization and Responsibilities Board of Directors... 2 Homeowners and Residents Where Does My Money Go? Committees Architectural Restrictions and Guidelines Architectural Items Subject to Approval... 6 Architectural Items Not Subject to Approval...6 Architectural Submittal and Approval Procedures... 7 Architectural Submittal and Approval Form... 8 Architectural Control Specifications...9 Attached Townhomes/Single Family Detached Homes... 9 Community Amenities and Residential Guidelines Access to Fence Gates Clubhouse...10 Pool/Sauna...10 Greebelt Areas/Pond Grounds Parking...11 Appendix Site Plan Association Document Amendments...13 Pool Rules Greenbelt Area and Pond Rules...14 Clubhouse Usage Rules Clubhouse Rental and Release Form...16 i

4 Introduction The purpose of this handbook is to provide general information about the Sutton Place Homeowners Association. It includes information concerning the Association s organization and responsibilities, architectural specifications and community facilities. The Sutton Place Homeowners Association is a non-profit incorporated organization chartered by the State of Texas, number This handbook, in conjunction with the Articles of Incorporation, Bylaws and Covenants, Conditions and Restrictions (CCRs) are the governing documents of this homeowners association. These documents provide the legal and binding responsibilities that protect all the property owners in the Sutton Place community. The Bylaws and CCRs may be obtained from the Sutton Place Board of Directors. Association Overview The Sutton Place Homeowners Association was founded in 1972, when the first construction phase of a 132-lot residential townhouse community began. Although the original planned development was never completed, the approximately 60 remaining residential lots were sold and developed as zero lot-line in 1984 through (Refer to Appendix for site plan.) 1

5 Association Organization and Responsibilities This section discusses the organization and responsibilities of the Board of Directors, the homeowners and residents, and the committees existing at the date of print. Board of Directors The Sutton Place Homeowners Association Board of Directors currently consists of seven people owning property within the Sutton Place community. Officers, elected by and from Board Members include: President, Vice President, Secretary, and Treasurer. Detailed description of the duties of the officers of the Board can be found in the Association Bylaws. The major responsibility of the Board as an entity is to oversee the Association, its properties and its members. The Board s additional responsibilities include, but are not limited to the following: expenditures for the maintenance and improvements to the common areas and facilities timely and organized office and accounting procedures of Association matters collection of monthly or special assessments pursuance of delinquencies in assessments planning for and establishing the Association s annual budgets to satisfy financial obligations, maintenance and improvements community correspondence through newsletters and committees These responsibilities and any others the Board of Directors designate may be delegated to a contracted management service. Should this occur, it does not remove the decision-making responsibilities from the Board, and the Board must be ultimately responsible for the actions of the management service. A management service will operate under the direction of the Board and solely exists to execute functions the Board assigns. This is true of any service contracted by the Sutton Place Board of Directors. Currently, the Association s Directors and Officers manage the affairs of the Association. Homeowners and Residents All Association homeowners are legally obligated by deed restrictions to contribute monthly dues and special assessments established by the Board of Directors of Sutton Place. Although the financial responsibilities directly apply to homeowners (deeded purchaser/owner), all residents must comply with the association rules and guidelines. Homeowners who lease their property are responsible 2

6 for informing their tenants of these rules and guidelines. Collectively, the rules and guidelines provide the framework of a good neighbor policy from which all residents will benefit. Dues should be paid on the 1st of each month and are considered late after the 10 th, and a $ late fee is charged if received after the 10 th. Sutton Place Homeowners Association payment application policy is broken down as follows: 1. Collection costs 2. Late fees 3. Special assessments 4. Monthly assessments Please mail payments to: SUTTON PLACE 1800 HIGHBROOK COURT GARLAND, TX Payment books may be issued annually to assist homeowners with their record keeping. All homeowners have been issued an account number which corresponds to the block and lot number of their homes. The Association s budget and proposed dues structure is presented by the Board of Directors at the annual membership meeting held in May. The budget presented at that time is for the following calendar year beginning January 1 st. Funding for capital improvements (usually new construction or major renovations) can be voted on by the membership and, if approved, will be added to the dues structure the Board presents. Where Does My Money Go? Many Association homeowners frequently ask this question. All homeowners interested in knowing should obtain a copy of the prior year financial statement. To give the homeowners a better understanding of where their money is going, an example of the Association s normal operating expenses follows: grounds maintenance (mowing, hedge trimming, fertilizing, bed turning, litter and insect control, etc.) insurance (multi-peril and liability, etc. for clubhouse, pool, and all common areas) clubhouse maintenance (painting, roofing, cleaning, etc.) perimeter fence repair office expenses (bookkeeping service, photocopying, typing, stamps, annual audits, etc.) 3

7 utility costs (water for pool and irrigation of common areas; lighting for clubhouse and pool area; air conditioning and heating for clubhouse) sprinkler systems repair and monitoring pool maintenance (cleaning service and chemicals the pool must pass an annual inspection by the City of Garland) legal services and consultants reserve fund other expenses deemed necessary by the Board This list is an example of normal operating expenses. Capital improvement expenditures, such as the fence surrounding the pool and pond area or new sprinkler systems for unirrigated common areas, are additional costs that the Association must plan for and approve. Committees Committees in the Association provide a valuable service. The various committees serve as a community link to the Board of Directors concerning proposed improvement activities and effective policy establishment and enforcement. The Board establishes the committees as the need arises. The committees consist of board members and/or volunteer members and participation is open to all members of the Association. The Association greatly benefits from community interest and volunteer support. Your involvement as a homeowner or resident is crucial. A brief description of the committees and their purposes follows below. A list of committee chairpersons is included in each newsletter. The contact list will be periodically updated in the newsletter and distributed to the residents. Architectural Control Committee The Architectural Control Committee is the only committee provided for by the Association s CCRs. Its purpose is to monitor and control the built environment in the community. The architectural policies the committee enforces, with the support of the Board of Directors, is included in the Architectural Restrictions and Guidelines section of this handbook. Landscape Committee The Landscape Committee helps plan, improve and establish the general quality of the Association grounds. This may include establishing standards for grounds maintenance, irrigation control and planting of shrubs, trees or flowers. Pool/Pond Committee 4

8 This committee monitors the aesthetic environment of the pool and pond areas for the benefit of all residents. Safety and the proper usage of these facilities is of prime importance to the pool/pond committee. Newsletter Committee The Newsletter Committee provides a community link to the Association. General information concerning Association news or announcements is communicated to the residents and homeowners through the newsletter. Social Committee The Social Committee is responsible for planning special events for the Association. Volunteer Work Committee The Work Committee is by far the most valuable committee within the Association. This committee is organized by the residents as needed to help coordinate and execute Association improvements or events. Security Committee The Security Committee monitors possible criminal activities within the Association grounds and adjacent areas. This committee voices the desires or concerns on the homeowners regarding security matters to the city police as required. All residents of the Association should consider themselves a member of this committee and be attuned to activities in their neighborhoods. Please report all criminal activity or mischief to the Security Committee and police! Code Enforcement Committee The Code Enforcement Committee monitors the strict adherence to City Ordinances, Association Regulations and Guidelines. This is of benefit to all homeowners to help protect our property values and to make living here more enjoyable for everyone. Audit Committee The Audit Committee consists of three-members which review and monitor expenditures made by the board on behalf of the Association. 5

9 Architectural Restrictions and Guidelines This section discusses the architectural items subject to committee approval, items not subject to committee approval, submittal and approval procedures and architectural specifications of the Association. The following architectural specifications are to be adhered to by all homeowners in the Sutton Place community. The purpose of these guidelines is to establish standards that will maintain or increase property values by creating architectural harmony within the community. These policies, guidelines and specifications will be monitored by the Architectural Control Committee and the Sutton Place Board of Directors. Homeowners who deviate from these architectural standards will bear the expense necessary to conform to the architectural standards outlined in this section. These standards will be enforced. All recommendations of the Architectural Control Committee, with the approval of the Board of Directors, is final and binding. Architectural Items Subject to Committee/Board Approval Architectural items subject to committee/board approval are the following: room additions or alterations that affect exterior facade window, door or other modifications which affect exterior appearance change in exterior material or paint color scheme addition of architectural features visible to neighboring homes (i.e.: trellises, enclosures, masonry walls or fence modifications, etc.) wood decks or addition of radical exterior lighting elements to exterior facade or landscaping (i.e.: bright floodlighting) addition of antennas or satellite dishes to roof or yard Architectural Items Not Subject to Committee/Board Approval Architectural items not subject to committee/board approval are the following: normal maintenance of existing exterior paint color schemes within the Association s architectural specifications (refer to Architectural Control Specifications in this handbook) normal roof maintenance using approved roofing materials (refer to Architectural Control Specifications in this handbook for roofing material specifications) 6

10 Architectural Submittal and Approval Procedures To submit plans for modifications of an existing structure, please provide the following information in writing to the current Architectural Committee chairperson or to the Board of Directors, in care of the Architectural Committee chairperson: homeowner name, address, and telephone numbers of home and business brief description and scope of proposed project estimated start and completion dates Please submit plans to the Architectural Committee chairperson early before beginning your project so that the proper review and approval procedures can be performed. All approved work on Sutton Place Property must meet applicable code requirements and permit policies set forth by the City of Garland Building Inspection Department. The homeowner will be responsible for these compliance issues. 7

11 Sutton Place Homeowners Association 1800 Highbrook, Garland, TX Architectural Submittal and Approval Form Name: Address: Home Phone: Work Phone: DESCRIPTION AND SCOPE OF PROPOSED PROJECT: Estimated Start Date: Estimated Completion Date: Resident Signature Submitted Date Architectural Committee Representative Signature Approval Date Please submit plans to the Architectural Committee chairperson early before beginning your project so that the proper review and approval procedures can be performed. All approved work on Sutton Place Property must meet applicable code requirements and permit policies set forth by the City of Garland Building Inspection Department. The homeowner will be responsible for these compliance issues. 8

12 Architectural Control Specifications This section contains the architectural control specifications for the multi-family attached townhomes and the single-family detached homes. Please refer to the proper housing type for architectural specifications. Attached Townhomes and Single-Family Detached Homes Exterior Paint: Earth tones or as approved by the Architectural Control Committee Roofing Material: Committee Composition Shingle or as approved by the Architectural Control Window Treatments: All window treatments (including mini-blinds) should be earth tone in color or have a natural shear drapery between the window and colored interior drapery material. This is to enhance the visual harmony of the townhome community. Siding: Aluminum or Vinyl maintaining earth tone color scheme Community Amenities and Residential Guidelines The following sections provide the information for Association residents to understand the use and restrictions of the community amenities. Information on the community facilities available, access to fence gates, clubhouse rental, pool usage and rules, greenbelt/pond rules and grounds parking will be discussed. All association residents and their guests are encouraged to use the recreational facilities at Sutton Place. They include a large common greenbelt area, pond, private pool, sauna and clubhouse surrounded by a secured fence. In addition, there are many small greenbelt areas in various locations on the community grounds. Access to Fence Gates All common areas and facilities within the Association property are private. Because the homeowners in the association solely finance the common amenities, it is important that only residents and their guests have access to them. Although the locked gates are somewhat inconvenient, they have proven to be an effective deterrent to trespassing traffic through the community grounds. Each homeowner in good standing (current in payment of association dues) has been issued a key for residents that allows access to the following: perimeter fence gates outside restroom facilities at poolside 9

13 The fence gates will be re-keyed periodically for security reasons and new keys will be issued to all residents in good standing. Replacement of lost keys and tags may be obtained for a $ fee by contacting the following: Sutton Place Board of Directors 1800 Highbrook Garland, TX Residents, please keep the gates closed so that the security fence can serve its purpose to ensure that only Sutton Place residents and their guests are on the grounds and using the facilities! Those of you who live next to locked gates should make sure they stay closed. Clubhouse The clubhouse may be rented for private parties, family get-togethers, etc. Members who use the clubhouse are responsible for their guests and the courtesy they extend to all community residents. For clubhouse rental, contact the designated Association member listed on the Association Contact List in the newsletter. Residents who reserve the clubhouse cannot restrict use of the pool by other association residents. Refer to the Appendix for a sample of the Clubhouse Rental and Release form and the clubhouse rules. Pool/Sauna Refer to the Appendix for a copy of the pool rules. They are intended for the safety of you, your family and neighbors. Please abide by them! To use the Sauna, located in read of the clubhouse, obtain key from the clubhouse chairperson. Any Sutton Place resident may and is encouraged to monitor the pool area for compliance to the rules. The pool is a wonderful amenity, but can be a dangerous one as well. Rules pertaining to children should be monitored closely. Violations should be reported to the Board of Directors in writing. Residents or their guest who do not adhere to the rules may have their pool privileges removed for a period of one year. Remember, there is no lifeguard on duty swim at your own risk! 10

14 Greenbelt Areas/Pond The greenbelt areas located throughout the community and surrounding the pond are for the use of Sutton Place residents. For safety and the enjoyment of all residents, there are several rules that must be adhered to. Refer to the Appendix for a copy of the greenbelt areas/pond rules. Grounds Parking There are guidelines that all homeowners should follow regarding parking vehicles in the community. They are as follows: Please do not park vehicles off the pavement, especially on the common area grounds. Garland city ordinance prohibits parking of boats, inoperable vehicles and RVs on the streets. Please park vehicles in garages and on driveways if possible. street block traffic and are unsightly. Cars parked in the 11

15 Appendix Site Plan 12

16 Association Document Amendments This section documents changes to the Association s Declaration of Covenants, Conditions and Restrictions, and the Bylaws. A summary of the modifications is outlined below: Declaration of Covenants, Conditions and Restrictions The membership voted to return the responsibility of exterior/interior maintenance of all privately owned residences to their deeded owners (ratified by membership vote at the July 1985 annual meeting). Bylaws The Bylaws in force were approved November 1, Sutton Place Pool Rules These rules are not meant to restrict anyone s freedom, but rather to enhance everyone s safety and mutual enjoyment of our facilities. 1. Only Association members in good standing (dues paid), their families and guests are allowed to enter and use the pool. 2. All guests must be accompanied by an Association member. 3. An Association member cannot have more than four (4) guests without Association approval. 4. The pool will be closed from 12:00 MIDNIGHT until 7:00 AM. 5. Children fourteen (14) years and younger must be accompanied by an adult, aged eighteen (18) years or older. 6. No loud noises or music in pool area. 7. No running, diving or horsing around. 8. No glass containers allowed in pool or patio area. 9. No pets allowed in pool area. 10. No bikes, skateboards or in-line skates allowed in pool area. 11. No littering. Please use waste containers provided. 12. No fishing in pond from pool side of fence. 13. No cut-offs. Only standard swimwear. 13

17 14. All above rules will be adhered to and will be strictly enforced. Noncompliance could result in loss of pool privileges. 15. No eating, drinking or smoking while in the pool. 16. Person with infectious diseases should not use the pool. Please lower the table umbrellas when not in use to prevent wind damage and extend the life of our pool furniture! Greenbelt Area and Pond Rules These rules are not meant to restrict anyone s freedom, but rather to enhance everyone s safety and mutual enjoyment of our facilities. No wading, swimming, floating or boating is allowed in the pond at any time. Do not harm the ducks, their eggs or their nesting areas. Pets are not allowed to roam freely in the pond or greenbelt areas. No tree climbing or fence jumping is permitted. Do not park vehicles on the grass in any of the pond or greenbelt areas! Do not dump waste, litter or oils in the storm sewers on the Association property as all collected matter is washed into the pond. 14

18 Clubhouse Usage Rules The following rules are for the rental and use of the Sutton Place Homeowners Association clubhouse and adjoining facilities. The clubhouse key must be returned within twenty-four (24) hours of the specified function. The clubhouse must be left in a clean and orderly fashion. garbage must be taken to your residence for pick-up furniture must be returned to its original position no food is to be left in the refrigerator or in the clubhouse the kitchen and bathrooms are to be cleaned and left in good order the clubhouse floor should be vacuumed, if necessary thermostats upstairs and downstairs should be returned to the following settings: summer º F. winter º F. Please help us control energy costs! Music must not be loud enough to disturb surrounding residents this applies to the clubhouse and pool areas. Cars must be parked on the pavement only no vehicles are allowed on the grass. If the pool area is used, no litter is to be left in or around the pool. should be returned to its original position. All pool rules posted apply! Pool furniture The person renting the clubhouse must attend the function. The clubhouse is not available to outside organizations unless the person renting it is a member of that organization and of Sutton Place. If the function is for children or teenagers, the person renting the clubhouse must be present during the entire function. Loud or disorderly conduct which disturbs surrounding residents will not be tolerated. Failure to comply with these rules will result in forfeiture of the security deposit. The Association retains the right to disband any function which is not in compliance to these rules. 15

19 Sutton Place Homeowners Association 1800 Highbrook, Garland, TX Clubhouse Rental and Release Form Name: Address: Home Phone: Work Phone: The above named individual has reserved the clubhouse for (day and date) from (hour) to (hour) for the purpose of (type of function). A non-refundable fee of $50.00 is required for rental of the clubhouse and billiard room. A cleaning and security deposit of $ is required by the above day and date. The clubhouse key will be issued to the above named individual when the deposit is made with the Homeowners Association representative. The deposit will be refunded in full only if all the provisions on the attached sheet are met. Failure to adhere to clubhouse rules and policies will result in forfeiture of the entire deposit. Sutton Place Homeowners Association assumes no responsibility for any type of personal injury or personal property damage incurred during the use of the clubhouse or adjoining facilities. Your signature below indicates that you have both read and understand this form and the attached set of clubhouse usage rules. Resident Signature Date Association Representative Signature Date 16